Your first process

OK, you've got the job of building a process and you want to know how. That's what this guide will walk you through.

First, you need to ensure that whomever set you up in the system has given you the appropriate permission.

In order to build processes you need the Process Definition Administration permission.

Process Set up

Next, go to the 'Set up' screen and click the Processes option as shown here:

Process Set Up option

Click on the Manage button and you'll be taken to the screen that shows all of the processes for your organisation and where you can click to add a new one:

List of your processes and how to Add one

Click on the 'ADD' button and you've started building your first process.

It will always save you time if you think about what your process will look like and should do before you start building it 😄

You'll be presented with four tabs:

Process Details

Process Details

The first of which is the 'Details' tab and in this process you set:

• The Name of the process*

• The Description of the process*

• The Code (this is just a code you need to give to make the process unique)

• Service Area - enables you to link a process to a given service area within the council and is really used where OpenProcess EDMS is licensed. Because to limit which users see which processes is controlled using Groups rather than Service Area.

• Searchable by Group enables one to set a cohort of users assigned to a group that can search for this process in the Search processes screen. I.e. you can limit which users can search for this process in the Search processes screen.

• Updatable by Group enables one to set a group of users that are permitted to take action on processes within the Search processes screen without needing to assign it to themselves first.

• Account Type - there is currently only one Account Type, which is accounts in OneVu (OneVault)

• Geotag field - where a process involves geolocation data it is possible to set a field of data, generally passed from an online form, which will hold this.

* The name and description added here will be presented to citizens online if this is trackable in OneVu. So be careful to ensure the name and description are sensible and clear.

Once you've done this you're ready to get into creating the actual stages (steps) of the process.